Purchase Receipt

The purchase receipt is the gate transaction: produce is weighed, graded and accepted or rejected. Everything downstream depends on getting it right.

Overview

The receipt records gross weight, tare and net weight, and assigns a grade per lot. Net weight and grade together determine what the vendor is paid, so this is the screen with the most direct financial consequence in the application.

Prerequisites

Before you begin

• The party exists and is active
• The items you need exist with a unit of measure
• The financial period you are posting into is open

Opening the screen

Navigate to

1. Purchases
2. Gate
3. Purchase Receipt

Click to enlarge

The Purchase Receipt screen in SuperMandi.

Procedure

Open the gate receipt screen

Go to Purchases → Gate → Purchase Receipt and select the vendor arriving.

Record the vehicle and gross weight

Enter the vehicle number and take the gross weight from the weighbridge. Where the weighbridge is integrated, the reading is captured automatically and cannot be typed over.

Grade each lot

Inspect and assign a grade per lot. The grade differential from the produce master adjusts the rate automatically.

Warning

Grade disputes are settled at the gate, not afterwards. Once the receipt is accepted, the grade is fixed and the vendor settlement follows from it.

Record rejections

Enter rejected quantity with a reason per lot. Rejected produce is not taken into stock and is not paid for.

Take the tare weight

Weigh the empty vehicle. Net weight is computed as gross less tare less crate weight.

Accept the receipt

Click Accept. Stock increases by the net accepted quantity and the vendor payable is created.

Expected result

Stock rises by the accepted net weight, the receipt gets a number such as GR/2026/04418, and the vendor ledger shows the payable net of commission.

Field reference

Purchase Receipt fields

Field	Type	Required	Default	Description	Notes
Document No.	Auto	Read-only	—	Number allocated from the Purchase Receipt series when the record is saved.	Gaps are not permitted; cancel rather than delete.
Date	Date	Yes	Today	Effective date of the transaction.	Must fall inside an open financial period.
Party	Dropdown	Yes	—	The account this transaction is raised against.	Only active parties are listed.
Reference	Text	No	—	The other party's document number, for reconciliation.
Narration	Text area	No	—	Explanation carried through to the ledger and the printed document.

Purchase Receipt fields

Important notes

Danger

An accepted gate receipt cannot be edited. It sets the weight, the grade and the amount payable to the vendor. If the weighbridge reading was wrong, the receipt has to be reversed and re-entered, which requires a supervisor and is reported daily.

Important

Crate weight is deducted automatically from the crate type on the produce master. If a vendor brings non-standard crates, record the actual crate weight — otherwise the vendor is paid for packaging.

Common problems

The Save button is disabled

A required field is empty or invalid. Fields in error are outlined in red with the reason underneath — scroll up, the first error is usually in the header.

You do not have permission to perform this action

Your role is missing the relevant permission for this screen. Ask an administrator to check it against Roles & Permissions.

The period is closed

The date falls in a financial period that has been closed. Either use a date in an open period, or ask an administrator to reopen it — which affects everyone, so it is rarely the right answer.

The rate comes in as zero

No price is configured for that combination of party and item on this date. Check the applicable price list, and whether its validity window covers the document date.

Frequently asked questions

QCan I edit a purchase Receipt after saving?

While it is still in Draft, yes — every field is editable. After confirmation only non-financial fields such as Narration can be changed; anything else requires cancelling and re-raising the document.

QWhy is the document number not sequential?

Numbers are allocated when a document is saved, so a cancelled document leaves its number used. That is intentional: a gap-free series is what makes the audit trail defensible.

QCan I change the date after confirming?

No. The date determines which period the entry posts into, so changing it would move an already-posted entry between periods. Cancel and re-raise with the correct date.

Related documentation

• Purchase Invoice
• Vendor Ledger
• Product Master